Fund Disbursement & Works Monitoring System
To address the challenges of manual fund release, poor visibility, and delayed field verification, FDMS was designed as an end-to-end digital command system that transforms how public development funds are sanctioned, tracked, and audited. Work approvals moved through 8 administrative layers—from JE to the Chief Minister’s office—via physical files. Project inspections lacked real-time visibility, and there was no unified system to track project status, fund utilization, or audit readiness.
The Client
Haryana Rural Development Fund (HRDF)
The Haryana Rural Development Fund (HRDF) operates under the Department of Panchayats, Government of Haryana, and plays a vital role in accelerating rural development across the state. With thousands of works funded through state and centrally sponsored schemes, the department struggled with a manual, paper-heavy fund release process.
By embracing FDMS, the department is leading the way in modernizing rural governance, enabling faster decision-making, real-time progress tracking, and greater transparency in public spending.
22
Districts
6,000+
Villages
₹1,000Cr+
Funds Managed
8
Approval Layers
Transforming Rural Fund Governance
Our mission was to digitize the entire fund disbursement lifecycle and bring real-time accountability to rural development works across Haryana.
Automate multi-level fund approvals (INR1M to INR100M+ range)
Digitize field inspections with location-verified images
Create a real-time dashboard for senior officials
Integrate with HEW Portal & bank systems (HARCO)
Unify tracking of works under all schemes (state + central)
8-Layer Approval Chain —Digitized
Fund disbursement flows through eight administrative layers. We digitized each step with role-based approvals and audit trails.
JE
Junior Engineer
SDO
Sub-Divisional Officer
XEN
Executive Engineer
DDO/DI
District Development Officer
CEO-ZP
CEO - Zila Parishad
State HQ
State HQ / Directorate
ACS
Additional Chief Secretary
CM
Chief Minister
Systemic Barriers to Transparent Fund Governance
Managing rural development at this scale with manual processes created systemic delays, errors, and accountability gaps across thousands of villages.
Manual, Paper-Heavy Fund Disbursement Process
Fund release for development works required physical files to move between multiple administrative layers, causing delays and errors. No centralized tracking system for the status of each proposal or installment.
Lack of Real-Time Monitoring of Works
Panchayat-level projects were being executed across thousands of villages, but there was no unified dashboard to track the status of works—leading to poor oversight and coordination gaps. Delayed identification of bottlenecks or incomplete works.
Delayed and Unverified Field Inspections
Field verification by engineers (JE, SDO, XEN) was often delayed, and reports were submitted manually—sometimes without photographic evidence. No location validation meant site photos could be reused or manipulated, opening the door for fraudulent reporting.
Disjointed Scheme Management
Different state and centrally sponsored schemes had separate reporting formats and tracking methods. No single source of truth to consolidate fund utilization, project count, and progress across schemes.
No Geo-Validation or Timestamping
Field photos and updates lacked GPS tagging or timestamps, making audit trails unreliable. Cross-verification between different engineering levels (JE → SDO → XEN) was not enforced, weakening accountability.
Poor Data Visibility for Decision Makers
Senior officials lacked access to consolidated reports or dashboards for: Works delayed by over 3 months, Sanctioned vs. completed projects, Fund utilization trends by district or work type.
Delayed Payments to Implementing Agencies
Without an automated link to banks (HARCO), advice notes and fund release files had to be manually created and dispatched, delaying payments to executing bodies.
Limited Transparency and Social Auditability
Citizens and social audit teams had no access to verified, real-time progress or spending details—hindering transparency and community trust.
End-to-End Digital Command System
A comprehensive platform that automated fund flow, enabled mobile inspections, and brought real-time accountability to rural development.
Automated Approval Workflow
Dynamic routing based on sanction amount; from Zila Parishad to CM office.
Mobile App for Inspections
JEs, SDOs, and XENs submit geo-tagged photos, validated across three layers (distance checks ensure authenticity).
Real-Time Dashboards
KPIs on fund status, work progress, delays > 3 months, and scheme-wise reports.
Scheme Unification Engine
Single portal for all schemes (PMAY, MGNREGA, HRDF, etc.), with version control and audit logs.
Secure Fund Dispatch to Banks
Digital signature flows with final advice note dispatch to HARCO via email and secure API triggers.
Field Inspection App in Action
The FDMS mobile app enables field officers to conduct geo-tagged inspections, select works, and submit verified reports directly from the field.
Workflow Automation for Fund Approvals
Workflow automation in fund approvals isn't just a tech upgrade —it's a governance innovation.
Role-Based Approval Matrix
Automatically routes fund release proposals based on sanctioned amount and project type (under INR 1M: JE and SDO; higher: DM, CEO, ACS/CM).
Tiered Approval Logic
Dynamic, pre-configured to escalate only after digital sign-off by previous level, ensuring zero bypassing.
Real-Time Tracking of Proposal Status
Each fund release tracked end-to-end with live updates, timestamps, and officer comments.
Elimination of Paper Files
All supporting documents uploaded digitally and attached to approval chain.
Audit Trail & Accountability
Every approval, rejection, or escalation logged with user IDs and timestamps.
Automated Dispatch to Banks
Generates digitally signed advice notes and triggers dispatch to HARCO.
Executive Engineer Workflow
The XEN workflow outlines the step-by-step process for sanctioning and assigning works within the FDMS platform.
Sanction Work
New sanction works shown on screen
Work Details
Select District, Block, Village, sanction id, Work Id (Vendor Details and Work estimate fetched from HEWP)
Select JE and SDO
In work details form (if JE/SDO not available, XEN can create them)
Create JE and SDO
Create new JE and SDO entries when needed
Assign JE and SDO
Assign roles to the selected JE and SDO
Role-Based Login Workflows
Each user role follows a distinct login and task workflow within the FDMS platform —from field officers to HQ administrators.
Admin Workflow
Field Officer Workflow
HQ Workflow
Abbreviations & Roles
Key abbreviations used across the FDMS platform and the roles they represent in the fund approval hierarchy.
| Abbreviation | Full Form | Role |
|---|---|---|
| ZP | Zila Parishad | District-level governing body |
| ADO | Assistant Development Officer | Assists in planning and implementing development schemes |
| DM | District Magistrate | Administrative head of the district |
| CEO | Chief Executive Officer (Zila Parishad) | Senior officer managing ZP operations |
| HQ | Headquarters | State-level office of Department of Panchayats |
| ACS | Additional Chief Secretary | Senior-most bureaucrat overseeing department |
| CM | Chief Minister | Head of state government; final authority for high-value sanctions |
Measurable Transformation
The FDMS platform became the single source of truth for all rural development works across Haryana. Within months of rollout, the impact was immediate and far-reaching.
70%
Drop in Turnaround Time
Eliminated paper files and in-person follow-ups across all approval layers.
10,000+
Works Geo-Verified
Rural development projects verified on-ground via mobile app inspections.
₹1,000Cr+
Funds Tracked
Real-time progress mapped across 22 districts with full fund visibility.
22
Districts Covered
Complete coverage across all 22 districts of Haryana with unified monitoring.
Turnaround time dropped by 70%, eliminating paper files and in-person follow-ups
Audit readiness improved, with traceable, timestamped records of every file
Over 10,000 works geo-verified via mobile app inspections
Funds worth ₹1000Cr+ tracked, with real-time progress mapped across 22 districts
Data security protocols in place, making the system compliant and resilient
Governance Innovation at Scale
From manual paper trails to a fully digital fund governance platform —the key achievements of the FDMS rollout across Haryana.
Transitioned from Manual to Fully Digital Fund Release
Replaced slow, paper-based workflows with fully automated, role-based digital approval.
Result: Fund release cycles that took weeks now happen in days.
Enabled Real-Time, Data-Driven Governance
Live dashboards at Block, District, and State HQ levels.
Result: Identify bottlenecks early, reallocate resources proactively.
Implemented Geo-Tagged Field Verification via Mobile
JEs, SDOs, XENs conduct inspections via mobile with GPS-verified photos.
Result: Field visits are auditable, tamper-proof, and trustworthy.
Unified Disparate Scheme Workflows into One Platform
Consolidates PMAY, MGNREGA, state-funded works into one interface.
Result: Single source of truth, eliminating duplication.
Introduced Social Audit Capability via Mobile Tools
Mobile-based tools for social audit teams to submit digital reports.
Result: Enhanced public accountability and transparency.
The System in Action
Workflow views across admin, field officer, and headquarters roles.
Admin Login & Workflow
HQ Login & Workflow
Field Officer Workflow
Mobile App View 1
Mobile App View 2